A04_SOW_Final_Neosho_NFH_2024.pdf

U.S. Fish & Wildlife Service

Neosha National Fish Hatchery 520 East Park Street

Neosho, MO 64850-2322

02/01/2024 – 01/31/2028 Base plus Four Option Years

Summary of Solicitation:

Who: Economically Disadvantaged Women Owned Small Business When: 02/01/2024 – 01/31/2028 Where: Neosho National Fish Hatchery, Neosho, Missouri Why: To provide Janitorial Services for 5,000 sq.ft federal government facility

Statement of Work

SCOPE

1. The contractor shall furnish all labor. The Neosho National Fish Hatchery requires the use of environmentally preferable products and services in order to comply with federally mandated programs.

Neosho National Fish Hatchery will provide all equipment, cleaning products and consumables.

1.1. All work shall be performed in accordance with the specifications contained herein, and to the satisfaction of the Contracting Officer or the Contracting Officer’s Representative (COR).

2. Unusual Conditions. The Contractor shall inform the Contracting Officer, or the COR, of any unusual conditions observed such as water leaks, power failures, heating and air conditioning unit problems, storm damage, vandalism or any other situation which might prevent their performance of duties or jeopardize government property.

3. Security

3.1 Restrictions. Contractor will perform duties during office hours only – There will be no unsupervised access to the building. Office hours are 8:00AM – 4:30PM.

3.2 Keys. The Government shall furnish the Contractor one key to the tissue and towel dispensers. The Contractor shall not duplicate keys and shall be accountable for all keys during the term of this contract and shall return all keys to the Neosho National Fish Hatchery Administrative Office prior to final payment. The Government shall be immediately notified by the Contractor of any loss or theft of keys and the Contractor shall be held accountable for all costs of restoring security due to the Contractor's negligence or misconduct.

3.3 Telephone. The Contractor is not to answer or place calls on any telephones located in the buildings to be serviced, except in an emergency, or when the Contractor is requested by a Government Official to place a telephone call. Emergency 911 calls may be made when warranted and no hatchery employees are immediately available for assistance.

DESCRIPTION OF WORK

4. Description of Work

NOTE: All work items listed in this section shall be performed. Janitorial services will NOT be required in the following areas: Storage rooms, offices, cubicles and mechanical rooms.

a. Restrooms. Clean, scrub and disinfect during each scheduled service to remove all dirt, soap scum, mildew, stains and unsanitary conditions on fixtures and furnishings including but not limited to:

toilets, sinks, urinals, partition dividers, mirrors, paper towel holders, hand dryers, sanitary napkin receptacles/ dispensers, and soap dispensers. Wipe dry the exterior of each item and polish all stainless steel and glass to remove all spots, streaks and smears. Cleaning shall include sweeping, wet mopping and scrubbing floors, washing or spot cleaning of all walls, including the urinal divider, doors, and tops of stall walls to remove all fingerprints, soap, mildew stains, dust, dirt and grime. Contractor will distribute and refill toilet paper, paper towels, trash liners and soap where needed and notify administrative staff when supplies need purchased.

b. Floors.

1. Concrete. All concrete floors shall be cleaned by sweeping/dust mopping and wet mopping (scrubbing when necessary to remove dirt or stains). A cleaning solution shall be used to remove spots (i.e. black heel marks) not removable by sweeping, mopping or scrubbing.

2. Carpet/tire tread. Carpeted floors and tire tread mats shall be vacuumed to remove all dirt.

Vacuum attachments shall be used in corners and remote areas. All entrance mats shall be vacuumed and/or beat outdoors to remove sand, dirt, and dust. Entryway floors shall be mopped as needed, once per week at a minimum.

c. Walls. All interior painted dry walls, wood walls and window frames shall be dusted and cleaned and scrubbed as specified to remove all dirt, stains, fingerprints, soap scum, dust and spiderwebs. Spot cleaning is all that is required unless there is discoloration, spotting or streaking in which case the COR may direct an entire wall or section of wall to be cleaned by the Contractor.

d. Doors. All interior glass, metal and wooden doors and door facings and frames shall be cleaned and disinfected with an approved cleaner to present a clean appearance, free of dirt, spots, streaks, and smears. All foot and hand plates and door handles shall be thoroughly cleaned/disinfected and polished to remove streaks, smears, discoloration and corrosion.

e. Windows. All exterior windows, glass railings, and glass doors will be spot cleaned to remove all fingerprints, spots, streaks and smears.

f. Dusting/Cleaning. All Visitor Center furniture, equipment and fixtures including, but not limited to, counters, pictures, fire extinguishers, table tops, chairs, light fixtures, interior window frames and sills, thermostat covers, picture frames, telephones and office machines, shall be dusted and cleaned/ disinfected to remove all spider webs, stains, dust, dirt and fingerprints. Window sills, base boards and blinds throughout the building will be cleaned. Contractor should NOT clean or move anything on Hatchery employees’ desks or exhibits.

g. Waste and Recycle Receptacles. Recycling containers and waste receptacles including restrooms shall be emptied. The Contractor shall install a new garbage bag in each waste receptacle when necessary. Wash and disinfect the containers and walls behind the containers when needed. The Contractor shall properly tie all garbage bags and place them in a 55 gallon trash bag which will be placed in the dumpster.

h. Drinking Fountain. The drinking fountain shall be cleaned with disinfectant and cleaning solution. It shall be polished to remove all streaks and smears.

i. Displays/Theater. Informational signs, brochure dispensers, windows, and window sills and glass shall be dusted, cleaned/disinfected and polished so as to remove all fingerprints, dust, dirt, spots, streaks and smears. Dusting and cleaning is to be done without disturbing or damaging the displays.

GOVERNMENT-FURNISHED PROPERTY

5. Government Furnished Property

5.1 The Government shall provide: Vacuum; Mops, bucket, dust pans, brooms; Cleaning compounds such as toilet bowl cleaner, floor cleaner, glass cleaner; Disinfectant; Toilet paper; Liquid soap; Sanitary and napkin container liners; Urinal mats and/or toilet deodorant cakes; Trash can liners

5.2 Neosho National Fish Hatchery requires environmentally friendly products as a Gold LEED certified building. Specific disinfectant products are negotiable, but must meet the environmentally friendly standard. Space will be assigned, as available in the building, for the storage of equipment which will be used in the performance of work under the contract.

5.3 Communication. The Contractor shall furnish a telephone number(s) where the Contractor or a designated responsible individual of the Contractor may be contacted seven days a week. A staffed business office, cellular phone or paging service are acceptable, but phone recorders are not acceptable unless they will be checked at least once each day.

DELIVERABLES

6. Deliverables

6.1 Inspection of work. The COR will inspect work on a regular basis. COR will discuss any deficiencies found with Contractor. Contractor is required to correct deficiencies found the next time he/she provides janitorial services.

6.2 Work Schedule.

Hours of Operation: Services shall be provided preferably Monday, Wednesday, Friday; and should be performed during business hours, i.e., 8:00 am to 4:30 pm. At least 2 hours per cleaning day is expected for janitor to be present.

a. During the months of November – March, services shall be provided two times a week;

preferably Monday and Friday as long as the facility remains sufficiently clean.

b. During the months of April – October services shall be provided three times a week;

preferably Monday, Wednesday and Friday.

c. This contract includes 5 call backs for cleaning immediately after major events.

Contractor will be given 2 weeks notice of specific dates of call backs for cleaning after events.

The public Fishing Derby’s occur as follows: 1 day on a Saturday in the month of May

2 different days on a Sunday in the month of June 1 day on a Saturday in the month of October 1 day on a Sunday in the Month of April

d. In the event of closures due to Federal Holidays, inclement weather or unforeseen circumstances alternative cleaning days can be approved by the CO/COR to achieve required number of weekly visits. Services will be performed during open hours.

SUPERVISION

7. Supervision

7.1 Supervisory Personnel. The Contractor shall designate an on-site supervisor who shall be responsible for the conduct and competent performance of work. An equally qualified alternate supervisor shall be provided to act on behalf of the supervisor during his/her absence. The supervisor and alternate shall be designated as key personnel and be able to read, write, speak, and understand English, and have full authority to act for the Contractor. The Contractor shall provide the telephone number of the supervisor and alternate to the CO/COR within 10 calendar days after award of the contract. The Contractor shall immediately notify the CO/COR in writing when a decision to terminate an employee has been made.

7.2 Quality Control Program. The Contractor shall establish a Quality Control Program to ensure the requirements of the contract are met. Any amendments shall be submitted to the CO for approval at least 10 days prior to their proposed implementation. The quality control program shall, at a minimum, include:

a. An internal inspection system covering all the services performed including a checklist that will specify areas to be inspected by Contractor personnel on either a scheduled or unscheduled basis and the title of the individual(s) who will do the inspection.

b. A method for identifying deficiencies in the quality of services performed and for proposing any corrective action to be taken.

c. A method of ensuring that all keys and security access codes issued to the Contractor by the

Government are not lost, misplaced, and are not used by unauthorized persons.

d. A file of all inspections conducted by the Contractor and the corrective actions taken. This documentation shall be made available to the CO/COR for review upon request.

OPERATING PLAN

8. Operating Plan. As part of the contract, the Contractor shall submit to the CO an Operating Plan with a schedule of all services to be performed. The Schedule shall indicate the time of day, the type of work to be performed and its frequency of performance (daily, weekly, monthly, quarterly, semi- annually, annually), the areas to be worked, and the estimated time to complete the work in each area. The Operating Plan shall also include a list of all cleaning supplies to be used, subject to the CO/COR approval. The Contractor shall notify the administrative staff within seven days of low inventory of all supplies furnished by the Government.

8.1 This is a 12 month contract with an option to continue services for 4 years. Once a month, when the invoice is submitted, the Contractor will provide to the CO/COR a listing that identifies all scheduled work that was completed during this time period. The format of the document shall be approved by the

CO/COR.

8.2 The Contractor shall be directly responsible for instructing employees in utility conservation practices.

a. Mechanical equipment controls for heating, ventilation and air conditioning systems shall not be adjusted by Contractor employees.

b. Lights shall be used only in areas at the time when work is being performed. Water faucets or valves shall be turned off after the required usage is complete.

c. Fans should be turned off when not in use. Government telephones shall not be used for personal reasons.

d. The Contractor shall notify the CO/COR whenever a building deficiency is identified (e.g., chemical spill, leaking pipe, stopped-up sink, power outage, doors or other equipment that appear to be working improperly) and post as out of order.

8.3 It is the responsibility of the Contractor to ensure that all articles of possible personal or monetary value found by the Contractor’s employees are turned into the CO/COR.

DAMAGES AND SAFETY

9. Damages

9.1 Property and Personal Damage. The Contractor shall be responsible for all damage to property and to persons, including third parties that occur as a result of his or his agent’s or employee’s fault or negligence.

The term “third parties” is constructed to include employees of the Government.

9.2 Fire Prevention. The Contractor will become familiar and require his/her employees to become familiar with the procedure to notify officials of a fire or other emergency. The Contractor and his/her employees will be cognizant of and will observe all requirements for handling and storage of combustible supplies and materials, and for daily disposal of combustible waste and trash.

9.3 Safety Requirements. Contractor must perform this contract in a safe manner, observing all necessary safety precautions. Additionally, Contractor must be safety conscious while using cleaning solvents, etc.

9.4 Accident Reporting. The Contractor will maintain an accurate record of all accidents and will report to the Contracting Officer (or designated representative) all accidents resulting in death, trauma, or occupational disease. All accidents must be reported within twenty-four hours of their occurrence. The Contractor will immediately report any safety concerns to the Contracting Officer (or designated representative).

9.5 Damage Reporting. In all instances where Government property or equipment is damaged, a full report of the fact and extent of such damage will be submitted in writing to the Contracting Officer within twenty-four (24) hours.

INVOICES AND PAYMENTS

10. Invoices. Vendors must be registered in the System for Award Management (SAM.gov). Invoices must be submitted through the Internet (IPP) and payments are made electronically to the Prime Contractor. Payment will be made on the basis of acceptable services performed in accordance with the terms and conditions of the contract. The Contractor will contact the CO with regard to any uncertainty or questions as to the condition of specifications contained in this contract. Payment will be made in arrears no more frequently than monthly. The prospective contractor must show to the satisfaction of the CO that he/she has sufficient experience and expertise to perform the required services in an efficient, prompt and workmanlike manner.

Subcontractors. No subcontractors or agents may be employed on this contract without the prior authorization in writing from the Contracting Officer. The Contractor will not bring guests on to the site while performing the duties of this contract.

PERFORMANCE STANDARDS SUMMARY

Performance Objective, as applicable

Performance Standard Acceptabl e Performa nce Level

(APL)

Monitoring Method Corrective Action

Restrooms Fixtures shall be free of smudges, marks, spots, or unsightly discoloration. Toilet bowls and urinals shall be de-scaled and the entire surface shall be free from streaks, stains, scale, scum, urine deposits, and rust stains. Floors shall be free of visible loose dirt or streaks, scuff marks, heel marks, other stains and discoloration, and mop strings. Corner, crevices, moldings, and ledges shall be free of all dust and dirt. Flooding of floors shall be avoided at all times. Surfaces shall be left dry.

100% Visual assessment Customer complaint

Re-performance

Floors, Walls,Doors, Windows, Dusting/Cleaning, Waste & Recycle Receptacles, & Drinking Fountain

All glass, walls, doors and drinking fountains shall be clean and free of spots and smudges. Floors shall be clean and free of trash and foreign matter with no dirt or dust left in corners, crevices, molding and be free of streaks, mop strand marks and skipped areas. All trash receptacles should be changed and liners replaced only when needed.

100 % Visual assessment Customer complaint

Re-performance

Kitchen Areas Table and chairs shall be clean and straightened. Floors shall be clean and free of trash and foreign matter with no dirt or dust left in corners, crevices, molding and be free of streaks, mop strand marks and skipped areas. Trash shall be emptied when necessary. All sinks, refrigerator shall be clean and free of dirt, dust,fingerprints, spots, streaks and smears.

100% Visual Assessment Validated complaint

Re-performance

Displays/Theater All glass shall be clean and free of spots and smudges. Floors shall be clean and free of trash and foreign matter with no dirt or dust left in corners, crevices, molding and be free of streaks, mop strand marks and skipped areas. Both areas should present an overall appearance of cleanliness.

100% Visual Assessment Validated complaint

Re-performance

Conference and Multipurpose Rooms

Tables, chairs, counters, window blinds, and glass shall be clean and free of streaks and skipped areas.

100% Visual Assessment Validated complaint

Re-performance

Supervisory Personnel The supervisor or alternate shall be on-site and accessible during the working hours.

100% Visual Assessment Validated complaint

The Government will document in writing, those instances where the supervisor or alternate have not responded to calls or are not available to meet and notify Contractor.